FELLOWSHIP GUIDELINES

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					                      FELLOWSHIP GUIDELINES

       The following guidelines have been designed to inform current and prospective
       Harry Ransom Center fellows about our research fellowship program. These
       guidelines are available online at www.hrc.utexas.edu/fellowships, and are updated
       regularly in accordance with University and federal procedures. Individuals who
       have been awarded a fellowship must review these guidelines before submitting their
       Fellowship Acceptance Letter.

       Please save this guide so that it can be used as a resource during your residency.

       If you have any questions or concerns that are not addressed here, please contact
       Bridget Gayle at 512-232-3214 or brigayle@mail.utexas.edu.




Updated 2/2011
TABLE OF CONTENTS

ACCEPTING THE AWARD ……….............................................… 1
Fellowship Guidelines
Your UT EID
Required and Optional Forms
Returning Forms to the Ransom Center

PREPARING FOR YOUR RESIDENCY …..................................….. 3
Finances
Selecting a Residency Period
Housing and Transportation
Research Preparations

RESOURCES AVAILABLE TO FELLOWS .….........................…...… 5
Office Space and Storage of Personal Items
Computers and Wireless Internet
Photocopies
Mailing Privileges
Making and Receiving Phone Calls
Kitchens and Break Rooms
University Health Services
Participating in the Intellectual Life of the Center and University

ARRIVING AT THE RANSOM CENTER …….........................…..... 8
Checking in at the Ransom Center
Accessing Wireless Internet
Obtaining your University ID Card
Establishing University of Texas Library Privileges
Purchasing a Temporary Gym Membership
Becoming a Ransom Center Patron

AT THE END OF YOUR RESIDENCY ……..............................….. 10
Returning your Office Key
Notifying RVR Staff
Submitting your Research Report
Acknowledging Ransom Center Materials and Fellowships
Compliance and Conduct

INFORMATION FOR INTERNATIONAL SCHOLARS ....................… 11
Selecting a Residency Period
Applying for the J-1 Visa
Scheduling an Orientation with the International Office
Banking
Taxes

CONTACT AND GENERAL INFORMATION..........................................… 13

Updated 2/2011
ACCEPTING THE AWARD

Fellowship recipients will receive notification by mail. In order to accept a 2011–2012 fellowship,
the Ransom Center must receive the required forms described below by Monday, May 2, 2011.

I.    Fellowship Guidelines
      All fellowship recipients should carefully review these guidelines. By accepting your fellowship,
      you are agreeing to the terms described within. Please note that these guidelines are revised
      regularly in accordance with University and federal procedures.

      If you are an international scholar, be sure to review “Information for International
      Scholars” on pages 11–12 for important information about visa requirements and taxes.

II.   Your UT EID
      The UT EID is an electronic identifier required for anyone associated with The University of
      Texas. You must have a UT EID in order to be appointed as a fellow. Please make note of
      your UT EID and password as you will need them to access wireless internet and other
      privileges during your residency.

      If you have ever worked at, attended, applied to, or received payment from The University of
      Texas, you should already have a UT EID. Creating a second UT EID will result in an inability
      to process your payment. You can visit the following website to find an existing UT EID. If
      you have questions or concerns about an existing UT EID, contact Bridget Gayle at
      brigayle@mail.utexas.edu.

      Visit www.utexas.edu/eid to create or find your UT EID.


          My UT EID is: __________________ Password hint: __________________________
          Note: Keep your UT EID password secure. Never write your password down or share it with anyone.


III. Required and Optional Forms
     The following forms will be mailed to fellowship recipients.

            Payee Information Form (PIF)
            Please print clearly. Complete sections I and IV of this form. Be sure to include your
            name at the top right-hand corner. If you have a U.S. Social Security Number (SSN) or
            Individual Tax Identification Number (ITIN), you must report that number in section I.
            Include your permanent home address in section IV (for tax purposes, University
            addresses can not be accepted). International scholars without a U.S. address should use
            the Foreign Address line only.

            Your check and income tax forms will be mailed to the address on your PIF. If you
            have a U.S. bank account, you may complete the Electronic Funds Transfer Form to
            arrange for your check to be direct-deposited rather than mailed (see page 2).
            International scholars who do not already have a U.S. bank account or who do not open a
            U.S. bank account for direct deposit have the option to pick up their check during their
            residency, provided that it is ready before their departure (see “Banking” on page 12).




Updated 2/2011                                                                                          1
          Photocopy of a Government-Issued Photo ID
          A photocopy of a government-issued photo ID must accompany your PIF. U.S. citizens
          may use a driver’s license or passport; international scholars must use a passport. A
          university ID cannot be accepted. The photocopy must be clear and legible.

          Social Security Number Disclosure Notice
          This form demonstrates your acquaintance with the University’s policies regarding the use
          of social security numbers.

          Electronic Funds Transfer Form with Voided Check (optional)
          This form enables the direct deposit of your payment into your bank account. It may
          only be used for U.S. bank accounts. If you do not submit this form, your check will be
          mailed to the address on your PIF. International scholars who do not have a U.S. bank
          account or who do not open a U.S. bank account may pick up their check during their
          residency, provided that it is ready before their departure (see “Banking” on page 12).

          Fellowship Acceptance Letter
          This letter includes your name and project title as it will appear in Ransom Center
          publicity. Please make any necessary corrections to this text. Include your UT EID and
          tentative arrival date in the spaces provided, and indicate whether you are an international
          scholar who will require the J-1 visa (see pages 11–12).

          Please be as accurate as possible when providing your tentative arrival date, as this will
          help us gain a sense of the schedule for the coming year. You should review “Selecting a
          Residency Period” on page 3 before making any travel arrangements.

          Once your travel plans are in order, and at least six weeks in advance of your arrival,
          email Bridget Gayle at brigayle@mail.utexas.edu with your confirmed arrival and departure
          dates. International scholars should provide confirmed dates at least two to three
          months in advance to allow sufficient time for arranging the J-1 visa (see pages 11–12).

IV. Returning Forms to the Ransom Center
    Send the completed Fellowship Acceptance Letter, required forms, and any optional forms to
    the address below by Monday, May 2, 2011.

                 Harry Ransom Center
                 Attn: Fellowships
                 The University of Texas at Austin
                 P.O. Drawer 7219
                 Austin, TX 78713-7219




Updated 2/2011                                                                                           2
PREPARING FOR YOUR RESIDENCY

I.    Finances
      Due to University policy, your payment will not be processed until after you arrive at the
      Ransom Center. Payments are typically available approximately one week after arrival. If you
      have received a fellowship of two months or longer, you will receive the monthly stipend of
      $3,000 at the beginning of each month that you are in residence. International scholars should
      note that their payments are subject to a 14–30% tax withholding (see pages 11–12).

      If you do not arrange for your payment to be direct-deposited into a U.S. bank account, it will
      be mailed to the address on your PIF. International scholars who do not have a U.S. bank
      account or who do not open a U.S. bank account may pick up their check during their
      residency, provided that it is ready before their departure (see “Banking” on page 12).

      Please note that all payments must make their way through the University’s Office of
      Accounting and are subject to delays over which we have no control. We therefore recommend
      that all fellows arrive with enough funds for their entire visit. We do all that we can to
      ensure that fellows are paid in a timely fashion. Nevertheless, having alternate plans for funding
      your trip will promote a stress-free residency.

II.   Selecting a Residency Period
      Recipients of 2011–2012 fellowships are responsible for completing their residency between
      June 1, 2011 and August 31, 2012 or between September 1, 2011 and August 31, 2012
      for dissertation fellowships.

      Unless you have received a travel stipend or dissertation fellowship, you must select a residency
      period of at least 30 days in length. If you have received a fellowship of two months or
      longer, you are welcome to divide your residency into separate periods, but the minimum stay at
      any one time is 30 days. International scholars should note that splitting their residency into
      multiple visits may result in multiple visa fees (see pages 11–12).

      Take the Reading and Viewing Room (RVR) schedule into careful consideration when
      planning your visit. The RVR is generally open Monday–Friday 9 a.m.–5 p.m. and most
      Saturdays 9 a.m.–noon. Because the RVR follows the University schedule, it is closed for a
      week toward the end of May and August, during intersessions, and on all University holidays.
      We cannot make special accommodations for fellows who schedule their residencies to coincide
      with RVR closures. Visit www.hrc.utexas.edu/visit/ for confirmed closures.

      It is important to note that the summer months are an extremely busy period, and if your
      schedule is flexible, we recommend visiting at another time of the year.

      Austin summers are typically hot and humid; winters are typically mild and dry. More
      information about Austin’s climate and average monthly temperatures can be found at
      www.austintexas.org/visitors/plan_your_trip/weather/.

      All fellows are expected to work full-time at the Ransom Center on their proposed project
      throughout their residency. Leaving before the end of your scheduled residency or not
      maintaining a consistent presence in the RVR may result in disqualification for future
      fellowships.




Updated 2/2011                                                                                          3
III. Housing and Transportation
     Fellows are responsible for making all travel and lodging arrangements, incurring associated
     expenses, and then self-reimbursing with the fellowship payment.

     A list of housing options in Austin will be sent to fellowship recipients by mail with the
     notification of their award. We maintain this list as a courtesy to visitors but do not endorse
     particular establishments. Please do not wait until the last minute to secure your housing, as
     many of these establishments receive reservations up to a year in advance.

     The majority of our fellows use the bus system during their visit. For complete information on
     bus routes in Austin, visit www.capmetro.org. This website provides information on both city
     bus routes and UT Shuttle routes; information on UT Shuttle routes may additionally be found
     at www.utexas.edu/parking/transportation/shuttle/. Both city and UT Shuttle routes cost $1
     per ride, but are free to UT affiliates with a University ID card. Once you have obtained your
     University ID card on the first day of your residency, simply slide the card through any bus’s
     card reader to ride for free.

     Bringing or renting a car is generally discouraged due to the limited availability of parking spaces
     on and around campus. Fellows may purchase a temporary parking permit (“A” permit) for a
     monthly fee. This permit will allow you to park in designated campus lots, provided that there
     are spaces available. A “UT Share Pass” may additionally be purchased for access to certain
     parking garages on campus. More information is available at
     www.utexas.edu/parking/parking/fs/.

     For occasional car use, fellows may consider applying for a car sharing program such as Zipcar
     or Car-2-Go. Both companies have cars available in various locations city-wide that are
     available on-demand at hourly and daily rates. Zipcar offers a discounted membership to
     University of Texas at Austin affiliates (including Ransom Center fellows) and eight Zipcar
     vehicles are located on campus. For further details regarding eligibility and pricing, visit
     www.zipcar.com/utexas/ or www.car2go.com/austin/en/.

IV. Research Preparations
    Research policies and procedures may be found at www.hrc.utexas.edu/research/info/.

     You will need to use a personal, web-based research account to request collection materials.
     Your research account can also be used to keep track of materials you plan to request or have
     requested in the past. You may set up your research account in advance of your visit to begin
     creating requests; these requests should be “saved for later” and submitted once you are in the
     RVR. To set up your research account, visit www.hrc.utexas.edu/research/account/.


        My Username is: __________________ Password hint: ________________________


     Please be sure to review the Watch Copyright File at http://tyler.hrc.utexas.edu for information
     on copyright and copyright holders. It is the researcher’s responsibility to obtain necessary
     copyright permissions for the publication of any materials consulted.




Updated 2/2011                                                                                         4
RESOURCES AVAILABLE TO FELLOWS

In addition to the resources available to patrons in the RVR (on the second floor of the building),
Ransom Center fellows will have access to a number of resources on the third floor of the building
(where administrative and fellowship offices are located). Fellows will also have certain University
privileges, including borrowing privileges with the University libraries and the option to purchase a
temporary gym membership.

I.    Office Space and Storage of Personal Items
      Shared office space is provided each fellow during their residency, provided that space is
      available. At busy times of the year (usually summer months) office space will be assigned on a
      first-come, first-served basis, with priority given to recipients of three, two, and one month
      fellowships. Depending on the number of fellows in residence during your stay, you may share
      an office with up to two other fellowship recipients. Each fellow will have his or her own desk
      and will receive a key for locking the office.

      The fellowship offices are accessible at any time. If you wish to work in your office outside of
      business hours (Monday–Friday 8 a.m.–5 p.m.), you will need to sign in at the guard’s desk in
      the lobby; a guard will then unlock the elevator for your use.

      Please note that these offices are located outside of the RVR. Collection materials cannot be
      taken into these offices as collection materials are not permitted outside of the RVR.

      Items that enter the RVR are strictly regulated for security and preservation purposes.
      Your office therefore provides a space to store your personal belongings while you work.
      Individual lockers located just outside the RVR are also available for storing such items on a
      day-by-day basis.

      A list of items that are and are not permitted in the RVR is available on the Reading and
      Viewing Room Regulations document, available at www.hrc.utexas.edu/research/forms/.

      We ask for your support in our efforts to preserve and protect our materials. Please recognize
      that everyone is subject to the same policies and procedures, and that RVR staff have discretion
      in determining whether items may be permitted into the RVR. If you have questions about a
      particular item’s use in the RVR, please contact Margaret Tenney at mtenney@mail.utexas.edu.

II.   Computers and Wireless Internet
      We encourage fellows to bring a laptop for their residency. You are permitted to take your
      laptop into the RVR when you are working and will have access to the University’s wireless
      internet. To access the wireless internet, select the restricted.utexas.edu network and log in
      using your UT EID and password. Do not log in as a guest.

      For those who do not have a laptop, there are six desktop computers in the RVR available for
      limited use during RVR hours. Please note that these public-access computers are available to
      all RVR patrons for access to the library catalog, research databases, and email. One additional
      desktop computer is available on the third floor for use by fellows, which you may access at any
      time. You may use this computer for printing provided that jobs are kept to a reasonable
      amount. Please note that this printer is shared by members of Ransom Center staff.

      Please do not plan to use these shared computers as your primary means of work.



Updated 2/2011                                                                                           5
III. Photocopies
     A copy machine on the third floor is available to fellows, provided that usage is kept to a
     reasonable amount. Please do not use this machine for large jobs, as it serves most of the
     administrative staff.

     Copies of any collection materials must be requested through the RVR staff, as collection
     material is not permitted outside of the RVR. Requests are met on a case-by-case basis,
     depending on the material’s condition and copyrights. Please note that all duplication is
     provided digitally. More information on photoduplication services and fees may be found at
     www.hrc.utexas.edu/research/info/.

IV. Mailing Privileges
    Professional correspondence related to your work at the Ransom Center may be sent from our
    mailroom. The University will pay postage on professional correspondence of a limited nature.
    This does not include shipping packages of papers, books, or other items. Please note that
    mailroom personnel have discretion in determining whether materials exceed a reasonable
    amount. If this determination is made, you will be asked to make other arrangements for
    mailing. Questions about whether a particular item is covered by your mailing privileges should
    be directed to Bridget Gayle.

     For mailing personal items or packages, you may use the nearest post office, which is located
     within close walking distance of the Center and is open Monday–Friday 9 a.m.–4 p.m.

     You may have mail sent to yourself in care of the Ransom Center by using the address below.
     All mail will be kept in fellows’ box in the third floor mailroom. If your forwarded mail arrives
     before you do, it will be held for you until your arrival; mail received after your departure will be
     forwarded to you.

                 [your name], Fellow
                 c/o Harry Ransom Center
                 The University of Texas at Austin
                 P.O. Drawer 7219
                 Austin, TX 78713-7219

V.   Making and Receiving Phone Calls
     The Center’s main phone number is 512-471-8944. Any calls placed to you should be directed
     to this number. Messages will be taken and placed in the third floor mailroom.

     A telephone for outgoing calls is located outside of the fellowship offices. Phone calls made to
     University offices only require dialing the last five digits of the phone number. To reach an
     outside, push "9" plus the area code (the Austin area code is “512”). Long distance calls must
     be charged to your own calling or credit card, or be made collect.

VI. Kitchens and Break Rooms
    There are three staff kitchen and break rooms on the third floor. You are welcome to use the
    refrigerators and microwaves in any of these rooms.




Updated 2/2011                                                                                          6
VII. University Health Services
     You will be appointed as a University Affiliate for the duration of your residency. As such, you
     can subscribe to access University Health Services (UHS) by paying a $60 subscription fee and
     purchasing the University’s student insurance plan, United HealthCare Insurance, for $93 per
     month. UHS may accept an existing U.S. insurance plans on a case-by-case basis. International
     scholars should purchase the United HealthCare Insurance through the International Office. To
     discuss insurance and UHS services you will need to visit the Student Services Building (SSB),
     room 2.106. You will need to bring a letter from the Ransom Center verifying your
     appointment. Additional fees will apply for any medical services received. Visit
     http://healthyhorns.utexas.edu/eligibility.html for detailed information about UHS.

VIII. Participating in the Intellectual Life of the Center and University
     The Center sponsors informal gatherings for all RVR patrons every Wednesday at 10 a.m.
     Coffee and tea are available at these gatherings, which are designed specifically to enable visiting
     researchers to meet each other as well as Ransom Center staff. Fellows are encouraged to
     attend.

     The Center occasionally hosts brown bag lunches for current fellows and members of the
     University community. At these lunches, fellows are asked to present a brief description of
     their research and experience at the Ransom Center. These lunches are arranged three times
     per year, with dates to be announced by invitation prior to the event.

     All fellows are invited and encouraged to participate in the intellectual life of the University.
     We will be happy to facilitate introductions to academic departments at the University at your
     request.




Updated 2/2011                                                                                           7
ARRIVING AT THE RANSOM CENTER

Please make note of your UT EID and password prior to your arrival, as these will be required to
access wireless internet and other privileges during your residency. If you already have a University
of Texas ID card from a previous visit, bring this card with you so that it may be re-validated.

Please also bring this guide with you for easy reference throughout your residency.

The Ransom Center is located at 21st and Guadalupe streets, on the far southwest end of The
University of Texas at Austin campus, and just north of downtown Austin. The physical address is
300 West 21st Street, Austin, TX 78712. Cab fares from Austin-Bergstrom Airport to campus
generally cost around $25. You may also travel from the airport to campus on the #100 Airport
Flyer bus for $1. For more information on transportation from Austin-Bergstrom Airport, visit
www.ci.austin.tx.us/austinairport/transportation.htm.

I.    Checking in at the Ransom Center
      When you arrive at the Ransom Center, check in at the front desk of the Administrative Offices
      on the third floor. You will receive a brief orientation and an information packet including area
      maps.

      International scholars who travel on the J-1 visa must additionally attend a mandatory
      orientation with the International Office upon their arrival. The orientation should be
      scheduled in advance at www.utexas.edu/international/isss/scholars/ (see pages 11–12).

II.   Accessing Wireless Internet
      To access the campus wireless internet service, select the restricted.utexas.edu network from
      your computer’s wireless internet options and log in using your UT EID and password. Do not
      log in as a guest. If you have forgotten the password for your UT EID, you can retrieve or
      reset it by visiting www.utexas.edu/eid. The University’s Information Technology Services
      (ITS) help desk can also assist you with UT EID and password issues, as well as with problems
      accessing the wireless network from your laptop. The ITS help desk is located on the ground
      floor of the Flawn Academic Center (FAC).

III. Obtaining your University ID Card
     A University ID card will allow you to ride city and UT Shuttle buses for free, borrow books
     from the University’s libraries, and purchase a temporary membership to the University gym.
     To obtain your card, visit the ID Center, located on the ground floor of the Flawn Academic
     Center (FAC). You will need to present a valid photo ID and provide your UT EID. If you
     have a University ID card from a previous visit, please bring it with you to have it reactivated.
     If you do not wish to use the buses, libraries, or gym, it is not necessary to obtain an ID card.

IV. Establishing University of Texas Library Privileges
    To activate your borrowing privileges with The University of Texas Libraries, take your
    University ID card to the Courtesy Borrower Services in the Perry-Castañeda Library (PCL).
    As an official visitor you will be able to use public workstations at the libraries to access
    electronic resources, but may not use stations restricted to University students, faculty, or staff.




Updated 2/2011                                                                                             8
V.   Purchasing a Temporary Gym Membership
     As an official visitor you may purchase a temporary membership with the University gym at a
     special rate. To purchase a membership, take your University ID card and letter of request
     (provided during your fellowship orientation) to the Gregory Gym (GRE). Fellows will be
     responsible for any fees incurred. If you would like to inquire about fees in advance, contact
     512-471-6370.

VI. Becoming a Ransom Center Patron
    To use the RVR you will need to present a government-issued photo ID such as a driver’s
    license or passport. On your first visit, you will view a brief video, and, if you will be using
    manuscript collections, you will be given an orientation to the use of the specific collection. If
    you have not already created your personal web-based research account (see page 4), you will be
    asked to do so upon your first visit. On each subsequent visit to the RVR you will only be
    asked to present your photo ID.




Updated 2/2011                                                                                        9
AT THE END OF YOUR RESIDENCY

I.    Returning your Office Key
      Before your departure, you must return your office key to Bridget Gayle or Cheryl McGrath at
      the front desk of the Administrative Offices. Please remove all of your belongings and any
      trash from your fellowship office. Trash cans that need to be emptied should be placed in the
      hallway outside of your office. We will assume that anything you leave behind is unwanted and
      it will be discarded.

II.   Notifying RVR Staff
      Let the RVR staff know that your residency is ending and that they can re-shelve any materials
      they have been holding for you. Make sure that any duplication requests are clear and
      complete.

III. Submitting your Research Report
     We ask that all fellows provide a two-page summary report on the progress of their research
     during the fellowship. The report should discuss the collection materials that you consulted
     during your visit, findings, and your plans for publishing or presenting your research. The
     report should be sent to the Director of the Center at the address below within one month of
     concluding the residency. These reports allow us to determine the efficacy of the fellows
     program and are vital for evaluating collection use. Please be aware that reports may be shared
     with relevant staff members as well as the principals of the sponsor of your award.

                 Thomas F. Staley, Director
                 Harry Ransom Center
                 The University of Texas at Austin
                 P.O. Box 7219
                 Austin, TX 78713-7219

IV. Acknowledging Ransom Center Materials and Fellowships
    You must secure the necessary permissions to quote or reproduce any material consulted during
    your fellowship. Please also note that the Ransom Center requires a complete copy of any
    publication (in any medium) that makes use of its materials for its collections. Forms and
    instructions can be found at www.hrc.utexas.edu/research/forms/. Questions about the use of
    Ransom Center materials in published works should be directed to Richard Workman at
    rworkman@mail.utexas.edu.

      Please acknowledge your fellowship in any publications resulting from the research you conduct
      at the Ransom Center. You may phrase the acknowledgment however you wish, but please
      refer to both the Harry Ransom Center and the sponsor of your particular fellowship. For
      example, "The Andrew W. Mellon Foundation Research Fellowship from the Harry Ransom
      Center provided support for my research.

V.    Compliance and Conduct
      All fellows are expected to work full-time at the Ransom Center on their proposed project
      throughout their residency. Like all other patrons of the Reading and Viewing Rooms, fellows
      must follow the guidelines for using and publishing materials in the Ransom Center collections
      (see www.hrc.utexas.edu/research/info/). Failure to comply with the fellowship or research
      guidelines may result in disqualification for future fellowships.




Updated 2/2011                                                                                     10
INFORMATION FOR INTERNATIONAL SCHOLARS

You are considered an international scholar if you are not a citizen or resident of the U.S. and do not
hold a valid U.S. passport. International scholars should indicate their status as such on the
Fellowship Acceptance Letter and carefully read the following pages.

All international scholars are responsible for ensuring that they have the proper paperwork to
study in the U.S. and paying associated fees. All payments made to non-U.S. citizens are
subject a 14–30% tax withholding, and all scholars who receive payment from the University
must file a U.S. Federal Income Tax Return in the year following payment. All fellowship
payments will be issued in U.S. dollars (USD).

I.    Selecting a Residency Period
      All scholars should review pages 3–4 before making any travel arrangements. International
      scholars should send their confirmed arrival and departure dates to Bridget Gayle at least two to
      three months in advance. These dates will be reflected on your DS-2019 and all other J-1 visa-
      related documentation. If the dates of your visit change for any reason, you must notify Bridget
      Gayle immediately.

      Recipients of fellowships of one month or longer are required to work at the Ransom Center
      for a period of at least 30 days. Recipients of fellowships of two months or longer may split
      their residency into multiple periods of at least 30 days each. However, if you choose to make
      multiple visits, you may be subject to multiple visa fees.

II.   Applying for the J-1 Visa
      The J-1 is the most appropriate visa status for fellows, in accordance with The University of
      Texas and federal policies. The J-1 is a nonimmigrant status designated for exchange visitors,
      such as professors and scholars, who are participating in a temporary program. For more
      information about the J-1 visa, visit www.utexas.edu/international/isss/scholars/ or
      http://travel.state.gov/visa/temp/types/types_1267.html.

      All international scholars must indicate their status as such on the Fellowship Acceptance Letter
      and submit a photocopy of their passport along with the other required forms described on
      pages 1–2. Once Bridget Gayle has received the Fellowship Acceptance Letter and the
      confirmed arrival and departure dates for your visit, we will submit a request for your J-1 status
      through the University’s International Office.

      After the request has been submitted, you will receive an email from the International Office
      (scholars@austin.utexas.edu) instructing you to complete a number of online forms and to
      submit a scanned copy of your passport. Once these items have been submitted, your DS-2019
      and an information packet will be express-mailed to you, enabling you to visit a U.S. Consulate
      or Embassy to apply for your visa. The information packet will provide instructions for paying
      the required SEVIS fee ($180); the SEVIS fee receipt must be presented during your visa
      application appointment.

      Please note that U.S. Consulate fees, appointment procedures, and processing times vary.
      Contact your nearest consulate as soon as possible to determine any special procedures or
      deadlines. To locate your nearest consulate, visit www.usembassy.gov/.




Updated 2/2011                                                                                         11
     Canadians are not required to obtain a visa stamp from the U.S. Consulate, but must present
     their DS-2019, SEVIS fee receipt, and passport at the port of entry in order to be admitted in
     J-1 status.

     If you feel that the J-1 visa status is not suitable for you, please notify Bridget Gayle as soon as
     possible.

III. Scheduling an Orientation with the International Office
     All visitors with the J-1 status must attend a mandatory orientation with the International Office
     upon their arrival in Austin. During this orientation, an advisor will validate your J-1 program,
     and provide information concerning visa regulations, taxes, medical insurance, and banking.
     These orientations normally last one hour.

     Please schedule your orientation in advance at www.utexas.edu/international/isss/scholars/
     and select the earliest appointment available.

IV. Banking
    The University Federal Credit Union (UFCU), a full-service bank, will allow you to open an
    account in advance of your visit, regardless of whether you have a U.S. Social Security Number
    (SSN). If you open an account with UFCU or any other U.S. bank, you may arrange to have
    your payment direct-deposited into that account by completing the Electronic Funds Transfer
    form (see page 2). If you do not open a U.S. bank account, and if your check is available
    before you depart, you may pick it up in person. If you do not have a U.S. bank account but
    would like to cash your check, you may do so at the Frost Bank located at 401 Congress
    Avenue. Bank staff can also assist you with arranging a wire-transfer. Fees may apply.

V.   Taxes
     International scholars receiving payment from the University are subject to a 14–30%
     nonresident tax withholding. The withholding will be 14% if you hold an appropriate visa
     status for fellowships (J-1 or F); otherwise, the withholding will be 30%. It is possible to
     recoup some portion of this withholding when you file your U.S. Federal Income Tax Return.

     You are required to file a U.S. Federal Income Tax Return by April 15 of the spring following
     the year that your payment was received. If your residency crosses over two calendar years, you
     may need to file a tax return for each. By filing your tax return, you may be able to recoup
     some or all of the amount withheld from your initial payment (see chart below). You should
     receive the necessary tax form (“1042-S”) from the University by mail by March of the year
     following your payment, and may visit www.utexas.edu/international/taxes/ for further details
     regarding nonresident tax returns.


                                                            14% tax                  Amount Refundable
               Total U.S. Income                       withheld from initial        after filing U.S. Income Tax
                                                             payment                             Return
                       $ 1,700                                $238                               $238
                       $ 3,000                                $420                               $420
                       $ 6,000                                $840                               $604

     This chart assumes that the fellowship award is the only U.S. income received throughout the year, and takes into
     account the $3,650 personal exemption that was allowed in 2010. The personal exemption may vary from year
     to year. Any U.S. income in excess of the personal exemption is liable for tax.


Updated 2/2011                                                                                                     12
HARRY RANSOM CENTER
The Ransom Center is located at 21st and Guadalupe streets, on the far southwest end of The University of
Texas at Austin campus, and just north of downtown Austin.




Mailing address:                    Shipping (physical) address:          Phone: 512-471-8944
Harry Ransom Center                 Harry Ransom Center                   Fax:   512-471-9646
The University of Texas at Austin   The University of Texas at Austin     Web: www.hrc.utexas.edu
P.O. Drawer 7219                    300 West 21st Street
Austin, TX 78713-7219               Austin, TX 78712

Reading and Viewing Room (RVR) Hours:                          Administrative Office Hours:
9 a.m.–5 p.m. Monday–Friday; 9 a.m.–Noon Saturday              8 a.m.–noon; 1–5 p.m. Monday–Friday
RVR closures listed at www.hrc.utexas.edu/visit


THE UNIVERSITY OF TEXAS AT AUSTIN
ID Center, Flawn Academic Center (FAC)                   Perry-Castañeda (Main) Library (PCL)
512-475-9400; www.utexas.edu/its/fac                     Speedway at 21st Street
8:30 a.m.–5 p.m. Monday–Friday                           512-495-4350; www.lib.utexas.edu

Gregory Gymnasium (GRE)                                  International Student & Scholar Services
Speedway at 21st Street                                  International Office, Wooldridge Hall (WOH)
512- 471-1155; www.utrecsports.org                       600 West 24th Street
Administrative Office Hours:                             512-471-2477; www.utexas.edu/international/isss
8 a.m.–5 p.m. Monday–Friday, 8 a.m.–6 p.m. Wed.


OTHER
University Federal Credit Union (UFCU)                   Taxis
2244 Guadalupe Street, Austin, TX 78705                  Ace Taxi: 512-244-1133
512-467-8080; www.ufcu.org                               American Yellow Checker: 512-452-9999
8:30 a.m.–6 p.m. Monday–Friday                           Austin Cab: 478-2222

Frost Bank–Frost Tower Financial Center                  Capital Metro Transit
401 Congress Avenue, Austin, TX 78701                    512-389-7400; www.capmetro.org
512-473-4343; www.frostbank.com

Updated 2/2011                                                                                        13

				
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